Improving Inpatient Medication Dispensing with an Automated System

Abstract

Introduction: Medication inventory management and error prevention are complex issues. Single interventions are insufficient to make improvement across the spectrum. A uniform system for dispensing and distributing medications can help reduce the risk of medication errors, improve efficiency, and minimize waste. This quality improvement project aims to: 1) decrease – the time from ordering medication to administration, including delay incidents, by > 70%; and 2) decrease the inpatient monthly total medication consumption by > 20% and ward medication stock items by > 70%, including decreasing returned items and loss from in-house expired medications by > 70%. Methods: A Six-Sigma approach was applied to eliminate deficiencies throughout the medication management process. Failure mode effect analysis and staff surveys were used to evaluate implementation of automated dispensing cabinet (ADCs) and reengineered workflows for expensive, misused, and restricted medications. Results: After the new processes were implemented, the turnaround time from ordering medication to administration was reduced by 83%, with zero delay incidents reported. Most nurses (64%) and pharmacists (67%) stated that implementation of ADCs increased their productivity by more than 40%. Monthly medication consumption was reduced by 24%, with an estimated annual saving of $4,100,000 USD. The number of returned items per month was reduced by 72%, and the estimated annual savings from loss of in-house expired medications was $750,000 USD. Conclusions: This quality improvement project positively impacted stock control while reducing costs and turnaround time for inpatient medication dispensing. Medication delay incidents were reduced, and staff satisfaction levels were positive. Next steps are to reengineer narcotic, anesthesia, and refrigerated products’ management.